SheetWS-04
FieldSPECIMEN
StatusILLUSTRATIVE
Version03
One workflow, specified.
This is the form every workflow is handed over in at the end of a pilot: what triggers it, which sources it may use, what it must never do, who reads it before it leaves, and how it is measured. A specimen, built on a composite of self-performing trade contractor work rather than any client's.
If your team could not run a workflow from a page like this without calling me,
the workflow is not finished.
WS-04Prequalification response / general contractor package
Business development · Rev 3
Owner
Director of Business DevelopmentKeeps this current. Reviews at each revision.
Trigger
A general contractor issues a prequalification form or bid-day qualification request in a market we self-perform in.
Approved sources
- Project record — system type, scope, delivery method, size, market, dates, personnel
- Personnel register — current resumes, verified roles, licenses and certifications
- Approved capability language — cleared descriptions by market and system type, including prefabrication and coordination capability
- Safety record — current EMR, incident history, and program documentation
Excluded
- Unreleased client names, contract values, or owner correspondence
- Personnel information beyond what appears in the approved register
- Any figure not traceable to the project record
Steps
- Identify three comparable installs: system type first, then market, then size within one order of magnitude.
- Return the foremen, project managers, and engineers who held roles on those jobs, with current titles and licenses.
- Assemble the scope narrative from approved capability language, including prefabrication and coordination approach where relevant.
- Attach current safety figures and bonding information in the form the general contractor requires.
- Produce a draft package in the standard format with every claim source-tagged.
Human review
Required before submission. Director of Business Development or delegate.
Checks: comparability of the three installs, currency of personnel and licenses, accuracy of every figure against the project and safety record, and that no excluded material appears. Reviewer initials the record.
Failure modes
- A comparable is selected on market alone and the system type does not match
- A resume or license in the register is more than twelve months stale
- A number appears that is not in the project record
Measurement
Time from trigger to reviewed draft, and reviewer edit count.
Baselined in week one of the pilot, re-measured in week four, reported quarterly thereafter.
Revision
Rev 3 · reviewed quarterlySuperseded versions retained. Changes to approved
sources require the owner's sign-off.
This is what you keep.
A pilot produces five to ten of these, written against your own work, owned by your own people.
Contact
nate@heilmanops.com
Hopkinton, Massachusetts